Importing a Direct Certification File


PATH: FRAM > Eligibility Import Wizard

This article describes the steps required for importing a Direct Certification file using the Eligibility Import Wizard.

If you are importing an eligibility file from a 3rd party system, see the Importing a 3rd Party Eligibility File article.


Eligibility Import Wizard

This article includes the following topics:

See Also

Eligibility Import Wizard


Step 1. Starting a New Import

To start the import process, create a mapping between the data file and the Campus database location in which the data values should be stored.

  1. Click the New Import Mapping button from the setup screen.

    Result
    Step 2 of the Wizard displays.
  2. Go to Step 2. Entering Import File Details.

Step 2. Entering Import File Details

Step 2 of the wizard allows you to name the new import mapping and set specific parameters.

 
Example Step 2 screen of the wizard 

  1. Enter a Name for the new import. This name should represent the type of data the file contains.
  2. Select the School Year for which data is being imported.
  3. Select the format of the import file from the File Type field. The acceptable file formats are:
    • Fixed Width
    • Comma Separated Values
    • TAB Delimited
  4. Select the student identification option contained in the import file from the Which field(s) in the data file will map to student identifiers? field. One of the following types of student identification must exist in the import file and be selected in this field:
    • State ID
    • Student Number
    • Person ID
    • Last Name, First Name, Birth Date (all three required)
    • SSN (Social Security Number)
  5. Indicate that you are importing a direct certification file by selecting Yes under the question Is this a Direct Certification file?

    This option is not available to state-level users unless the user is a district-level user signing into a State Edition site.
  6. Indicate whether the first row of the import file contains headers (identifying the content of each data column) by selecting Yes or No under the question Does file include headers?

    The wizard does NOT import values from the header row.
  7. Click the Browse... button to select the data file to be imported and click the Open button to return to the import wizard screen.

  8. Click the Upload & Continue button to save this screen.
    Result
    Step 3 of the Wizard displays.
  9. Go to Step 3. Mapping Student Identifiers.

Step 3. Mapping Student Identifiers

Step 3 of the wizard allows you to map the contents of the import file to the Campus database. The contents of the import file are previewed in the Raw Data File box. After you map a column, it appears in the Mapped Data Field(s) box.

After you upload the file, Campus maps the file contents to the database through the student identifier:

Verify that the student identifier shown in the mapping editor reflects the student identifier contained in the import file (i.e., if the Name column of the mapping editor lists Student Number, the import file actually contains student numbers). The value selected on the previous screen for the Which fields in the data file will map to student identifiers? is the data element(s) appearing in the mapping editor (i.e., State ID, Student Number, Person ID, Social Security Number, or the set of Last Name, First Name and Birth Date).

  1. Enter the Raw Data File column number(s) containing student identifying information in the Seq in Data File field(s) of the mapping editor.

    Fixed-width Files Only

    If importing from a fixed-width file, enter values related to the student identifier in the Start Position and Characters Long fields.

  2. Mark the checkbox(es) in the Strip Leading Zeros column of the mapping editor if the student identifier values of the data file start with zero(s) that should be removed before importing.
  3. Click the Map Fields button to save the mapping of student identifying data from the import file to the Campus database.
  4. Click the Next button.
    Result
    Step 4 of the wizard displays.
  5. Go to Step 4. Entering Values.

Step 4. Entering Values

Step 4 of the wizard allows you to identify the Direct Certified Type(s) to be imported.

  1. Answer Yes or No to the question "Is the eligibility the same for all students?"

    1. Select Yes to set the same eligibility value for all students on the file.

    2. Select No to map a unique value for each student on the file.

  2. Answer Yes or No to the question "Is the Direct Certified Type the same value for all students?"      

    If the Direct Certified Type is...Then...
    the same for all students

    select the type from the dropdown list.

    unique for each student

    enter the column number of the Raw Data File that contains certified type data and click the Set Value button. The Field Map window displays. Map the value from the file to a value in Campus by selecting an option from the Campus Direct Type dropdown list.

  3. Enter the first day on which the Eligibility is active in the Eligibility Start Date field.
  4. Enter the last day on which the Eligibility is active in the Eligibility End Date field.
  5. Click the Next button.
    Result
    Step 4 of the wizard displays.
  6. Go to Step 5. Confirmation Review.

Step 5. Confirmation Review

After values from the import file have been mapped and saved, the import can be reviewed, tested and imported. Fields on this screen display according to previously selected options.

Field Descriptions

Field

Description

Exclude Applications

If a household application associated with a student import file should be excluded, mark the Exclude Applications checkbox. Marking this checkbox will compare the students in the import file to the students on the household application; if the students match, the application will be excluded from the Verification process. For example, Direct Certification applications should not be processed, but a district may process a number of applications for households of students included in the Direct Certification file before it is received. These applications should not be included in Verification. If the Exclude Applications checkbox is used, these applications will be excluded and will not be included in Verification. If the Exclude Applications checkbox is not used, these applications may be included in Verification unless a user manually deletes or excludes the application.

If all students match and the Start Date entered for the import is before or the same as the Start Date entered on the  Household Application, then the Household Application will show on the Eligibility Import Report under the section Excluded.

If all students match and the Start Date entered for the import is after the Start Date entered on the Household Application, the Household Application will not show on the Import Report.

If not all students on the Household Application match the students appearing on the file and the Start Date entered for the import is before or the same as the Start Date entered on the  Household Application, then the Household Application will show on the Eligibility Import Report under the section Not Excluded with a reference in the Action column to the students on the application who were not included on the import file.

When the Exclude Household Application checkbox is NOT selected by the user, any Household Applications that have all of the same students as the import file and also meet the Start Date criteria previously mentioned will show on the Eligibility Import Report under the section Not Excluded. This gives users the option to review these applications for possible manual exclusion.

Extend Direct Certification Status to Additional Students in Household

If all students in the same household as the import student should be assigned a Direct Certification eligibility status (even when not included in import file), mark the Extend Direct Certification Status to Additional Students in Household checkbox. Marking this checkbox will compare the student in the import file to the student(s) listed in the primary household or at the same address.Students in the household who do not have existing eligibilities will be assigned the same eligibility status as the student included in the import file.

If the FRAM Preference option is set, users may also extend the Medicaid Direct Certified Type.

Include Updated Records Detail on Report

Mark this checkbox to display names and details of students affected by the import on the Eligibility Import Report.

Report Format

The Eligibility Import Report can be generated as a PDF or Comma Separated Values (CSV) file. Large files, 15,000 records or more, must use the CSV option.

Batch Import Options

This option is only available if the Batch Queue tool is enabled. These radio buttons determine whether the Batch Test or the Batch Import button displays.

Testing and Importing the File

Remember, when testing the upload, the test results may not match the final upload if the upload file includes multiple/duplicate entries for the same student. The test logic looks at the final entry in the upload file and uses that eligibility whereas the final upload applies additional logic. See the FRAM Eligibility Standards and Guidelines for important information.

Click image to view it larger.

Follow the procedures for one of the following options.

Option

Description

1

Test and Import a Standard File
This option is best for average files (less than 3,000 rows).

2

Batch Test and Import Large Files
If you are testing and importing large files (3,000 rows or more), the standard test and import process may time out because of district browser and router settings. Instead, Infinite Campus recommends using the Batch Queue and Scheduled Import tool. If you do not have Batch Queue enabled on your Campus site, you can contact Campus Support and request the Batch Queue tool be enabled.

Option 1–Test and Import a Standard File

Infinite Campus does not recommend importing data without first using the Test feature to review the anticipated import results. Imports cannot be reverted.

  1. Click the Test button to generate the Eligibility Import Report preview of how the values of the import file will be imported to the database.

    Note

    The import mapping is automatically saved and may be imported at a later time. If a student appears multiple times on the import file, the student will appear multiple times on the Eligibility Import Report .

  2. Adjust the data file contents and/or mappings if necessary.
  3. Click the Import button.
  4. Click OK on the pop-up window to confirm the import.
    Result
    A PDF or CSV report is generated and indicates import results. Eligibility values are imported to student records on the Eligibility tool.

Option 2–Batch Test and Import Large Files

Note

The Batch Queue tool must be enabled to use this option. If you want your users who import large files to enable the Batch Import/Batch Test High Priority and Keep until I delete checkboxes, your users need Tool Rights to Ad Hoc Reporting > Batch Queue > Set Task Expiration and Set Task Priority. If a user does not have these Tool Rights, the boxes will appear but not be active. In addition, a user without access to System Administration > Batch Queue will not be able to check on the status of the import, and will only know if it runs successfully when the Eligibility Import Report appears in their Process Inbox.

  1. Select the Test option in the Batch Import Options field to generate the Eligibility Import Report preview of how the values of the import file will be imported to the database.
  2. Click the Batch Test button.
    Result
    The Batch Queue Reporting Options window displays.
  3. Use the following information to complete the configuration options on the Batch Queue Reporting Options window.

    Field

    Description

    High Priority

    Mark this checkbox if running this report is considered a high priority. Reports designated as "high priority" by this checkbox will take precedence over other reports in the Batch Queue that are not designated as such.

    This checkbox can only be marked if a user has the proper tool right access (i.e., at least R rights to the Set Task Priority sub-right located in the Tool Rights index under Ad Hoc Reporting > Batch Queue).

    Keep Until I Delete

    Mark this checkbox if the completed report results should continue to appear on the Batch Queue and Admin Queue tools until manually deleted by a user. If this checkbox is not marked, the completed report will be cleared from the Batch Queue and Admin Queue tools based on the frequency for the Batch Queue Maintenance task set within the Task Scheduler.

    This checkbox can only be marked if a user has the proper tool right access (i.e., at least R rights to the Set Task Expiration sub-right located in the Tool Rights index under Ad Hoc Reporting > Batch Queue).

    Start Date/Time

    Indicate the date and time at which the Batch Queue should begin to generate the report.

  4. Click the OK button.
    Result
    The Success window displays.
  5. Click OK to submit this report to the Batch Queue. While waiting for the Batch Test to complete, exit the Eligibility Import Wizard.
    Result
    The report will wait for the date and time scheduled for generation. Upon completion, the Eligibility Import Report is available in the Process Alerts (formerly Process Inbox) for your review.

    Note

    The import mapping is automatically saved and may be imported at a later time.

  6. Return to Step 1 of the wizard and select your Saved Import Mapping.
    Example
  7. Click the Edit button.
  8. Adjust the data file contents and/or mappings if necessary and continue to Step 5 of the wizard.
  9. Select the Import option in the Batch Import Options field.
    Example
  10. Click the Batch Import button.
    Result
    The Batch Queue Reporting Options window displays.
  11. Repeat steps 3-5.

    Tip

    If the batch is still in Pending status in System Administration > Batch Queue and you change the School Year criteria for the import, the School Year will change for the Pending import in the Batch Queue. Do not change criteria for any import in Pending status in the Batch Queue.

 

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